Supply and delivery of firefighter protective clothing and step-outs for city of cape town fire & rescue services

SCM Tender Representative: Email: [email protected], [email protected]. Submission address: Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town. Sample delivery contact: Ilana Prak, Telephone: 021-4001856, Email: [email protected], Address: Fire and Rescue Service, Clothing Store, Bellrail Street, Bellville (9:00 AM–3:00 PM, weekdays). Appeals: City Manager - C/o Manager: Legal Compliance Unit, Email: [email protected], Address: 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001, Private Bag X918, Cape Town 8000. Access to Information: Email: [email protected]. POPIA: Email: [email protected]. Supplier Database Registration: Supplier Management Unit, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, Tel: 021 400 9242/3/4/5.

Submit a sealed envelope containing the completed and signed tender document (including Form of Offer and Acceptance) and all required supporting documents. The envelope must be clearly marked with: tenderer’s name and address, tender number (266G/2025/26), tender description, tender box number (196), and closing date. Deposit the envelope into Tender Box 196 at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town before 10:00 AM on 09 July 2026. If the box is full or the submission is too large, enquire at the public counter for alternative instructions. Tenders submitted by facsimile or email will be rejected. Ensure all pages are present, legible, and signed where required. Non-compliance with submission requirements may result in disqualification. A non-refundable tender fee of R200 applies for hard copies (not applicable for website downloads).

Supply and delivery of step-outs and various articles of protective clothing for the Fire and Rescue Services. All items must have full manufacture labels and material content details where applicable. Samples for every item tendered must be submitted within 14 business days of written request from the City of Cape Town. Samples must be clearly marked with the company name and item number and delivered to the Fire and Rescue Service, Clothing Store, Bellrail Street, Bellville between 9:00 AM–3:00 PM on weekdays. Samples are for testing purposes and may not be returned. Unsuccessful bidders will be advised to collect their samples where possible. The Bid Evaluation Committee will review samples for compliance with specifications. Non-compliant samples may result in the tender being deemed non-responsive.

Tenderers must demonstrate professional and technical qualifications, competence, financial resources, equipment, managerial capability, reliability, experience, and reputation to perform the contract. The CCT will evaluate the tenderer’s ability to fulfil obligations, including existing contracts with the CCT. Key personnel must be suitably qualified and experienced. Joint ventures must provide a document of formation defining conditions, duration, authorised representatives, and participation details.

Tenderers must provide samples for every item tendered within 14 business days of written request. Samples must be clearly marked with the company name and item number and delivered to the Fire and Rescue Service, Clothing Store, Bellrail Street, Bellville (9:00 AM–3:00 PM, weekdays). Samples are for testing and may not be returned. The Bid Evaluation Committee will review samples for compliance with specifications. Non-compliant samples may result in the tender being deemed non-responsive. Tenderers must cooperate with the CCT’s external service provider for due diligence reviews and risk assessments.

Pricing must comply with the Price Schedule (Section C.4). All prices and rates must cover the full scope of goods/services specified. Arithmetical errors will be corrected by the CCT: amounts in words govern over figures; line item totals govern over unit rates; and the total price governs over individual rates. Tenderers may be required to justify or amend rates deemed unacceptable. The CCT may request additional financial information for transactions exceeding R10 million, including audited financial statements for the past 3 years. Prices must remain valid for 120 days post-closing, extendable to 12 months plus a possible additional 6 months by mutual agreement.

Comply with all pricing instructions as stated in the Price Schedule (Section C.4). Pricing must cover all goods/services specified, and errors in pricing (e.g., decimal misplacement, arithmetic errors) will be corrected by the CCT as follows: amounts in words govern over figures; line item totals govern over unit rates; and the total price governs over individual rates. Tenderers may be required to justify or amend rates deemed excessively low, high, or unbalanced. The contract period is 36 months from the commencement date. Payment terms and guarantees (e.g., performance security, advance payment guarantees) are detailed in Annexures C and D. Tenderers must provide proof of financial capacity if requested, including audited financial statements for transactions exceeding R10 million. Pricing must remain valid for 120 days post-closing, extendable to 12 months plus a possible additional 6 months by mutual agreement.

Tenderers must be registered on the City of Cape Town (CCT) Supplier Database and the National Treasury Central Supplier Database (CSD) (https://secure.csd.gov.za). Submit a valid Tax Compliance Status PIN issued by SARS; each party in a joint venture/consortium must submit a separate PIN. Foreign suppliers not required to register with SARS must answer 'NO' to all questions in the Questionnaire for Bidding Foreign Suppliers. Required returnable documents include: Declaration of Interest – State Employees (Schedule F.5), Conflict of Interest Declaration (Schedule F.6), Declaration of Tenderer’s Past Supply Chain Management Practices (Schedule F.7), Authorisation for Deduction of Outstanding Amounts Owed to CCT (Schedule F.8), Certificate of Independent Tender Determination (Schedule F.9), and Proposed Deviations and Qualifications (Schedule F.10). Tenderers must not be restricted under the SCM Policy, must have tax affairs in order, and must not have conflicts of interest or past SCM violations. B-BBEE compliance is required for preference points; submit verifiable documentary proof for Specific Goals. Preference points are allocated based on B-BBEE contribution levels as per the Preferential Procurement Regulations 2022.

Tenderers must comply with the Occupational Health and Safety Act (OHSA) and its Regulations. A Health and Safety Plan must be submitted upon written request, demonstrating the necessary competencies and resources to deliver goods/services in accordance with OHSA, its Regulations, and the Health and Safety Specification. Tenderers must ensure all work and equipment usage complies with OHSA. Subcontractors must also comply with these conditions.

Contract period: 36 months from the commencement date. The CCT may appoint one winner and one alternative tenderer per basket/item. If the contract is terminated, the CCT may award it to the Standby Bidder. The CCT reserves the right to accept or reject any tender, cancel the tender process, or negotiate terms with the preferred tenderer. Negotiations must not disadvantage other tenderers or lead to higher prices. The Supplier must deliver securities, bonds, guarantees, and proof of insurance within 2 weeks of receiving the contract. Failure to do so constitutes a breach. Contract terms include compliance with the CCT’s SCM Policy, Occupational Health and Safety Act, and other applicable laws. Amendments to the contract must be documented in the Schedule of Deviations.

The 80/20 preference point system applies. Price is scored out of 80 points, and preference (B-BBEE) out of 20 points. Price scoring is based on the sum of prices/rates relative to estimated quantities. Preference points for Specific Goals are allocated as follows: >15% of total expenditure = 6 points; >12% to 15% = 5 points; >9% to 12% = 4 points; >6% to 9% = 3 points; >3% to 6% = 2 points. Functionality (if applicable) is scored individually by Bid Evaluation Committee members, calibrated if discrepancies exist, and averaged to two decimal places. The tenderer(s) with the highest total adjudication points will be awarded the contract.